January 9, 2013 Facilities Committee Meeting Minutes

The
Facilities Committee of the Board of Trustees of Illinois Valley Community
College District No. 513 met at 8:30 a.m. on Wednesday, January 9, 2013 in the
Board Room (C307) at Illinois Valley Community College.

Committee
Members David O. Mallery, Chair

Physically
Present: Dennis N. Thompson

Board
Members Larry D. Huffman

Physically
Present:

Others Physically Jerry
Corcoran, President

Present: Cheryl
Roelfsema, Vice President for Business Services and Finance

Lori Scroggs,
Interim Vice President for Learning and Student Development

Basalay, Cary, and Alstadt
Architects provided a cost estimate and rationale to reallocate previous Protection,
Health, and Safety (PHS) funds for ADA access to the music room for stage
upgrades to the Cultural Centre. Mr.
Mallery was concerned that the stakeholders for the music room would feel
slighted. The administration reassured
him that there was consensus among the stakeholders and staff that were
involved in both projects that it would be suitable to use the funds for much
needed repairs in the Cultural Centre since a viable solution to the issues in
the music room had not been found. Mr.
Mallery suggested replacing the floor in the Cultural Centre with the same type
that is currently in place, not present it as a PHS project, and save on the
engineering costs. Dr. Corcoran noted
the application form for the PHS project was completed the way it is done for
similar upgrades. The administration
would like the Cultural Centre ready to be opened when the new building is
opened. There was consensus among the committee members to bring this PHS
project to the full Board at the January 15th Board meeting.

POSSIBLE FUTURE CULTURAL CENTRE ENHANCEMENTS

A list of potential improvements
to enhance the experience in the Cultural Centre was identified. The improvements included: sound system, auditorium lighting system,
pre-function space lighting, stage rigging, stage extension at orchestra pit,
movable partitions, and wireless access points at an estimated total cost of
$1.5 million. Mr. Thompson noted it was
beneficial to have an idea of what these improvements would cost. The capital campaign might lend an interest
in the Cultural Centre and if the funds are donated, the improvements could be addressed.

DAM RECONSTRUCTION FEASIBILITY REPORT

IVCC requested Chamlin &
Associates to prepare an opinion on the erosion in the ravines north and west
of the campus. The erosion was due to storm
water runoff which was no longer controlled because of a break in the dam. Four options were presented by Dan Adrian for
consideration on reconstructing the dam:
1) reconstruct the dam to restore the original lake; 2) reconstruct the
original dam to provide a dry bottom detention area; 3) modify the dam and
partially restore the lake; and 4) modify the dam and provide a dry bottom
detention area. The cost of the options
ranged from $197,000 to $433,000. There
was consensus that the options were not feasible and to look to other
alternatives. It was also noted there
were safety issues around the dam which could be addressed by flattening,
removing, or burying the existing culverts.
It was suggested that when the College moves into the next farm lease
cycle to discuss installing conservation ideas and terracing to address
drainage and possibly creating some habitat.
The decision of the committee was to do nothing to the actual repair or
construction of the dam but to check into safety issues and engage in
discussion with the farmer to slow the water flow.

COMMUNITY TECHNOLOGY CENTER FURNITURE PROCUREMENT

The administration solicited
quotes from the two architects involved in the design of the Community
Technology Center – Basalay, Cary & Alstadt ($67,800) and Demonica Kemper
($68,300) to assist in selecting furniture and preparing bid documents. The cost of the furniture is included in the
project budget, but the cost of the services is not. Dr. Corcoran wants to make sure that the
College is in a position to have all the furniture installed when the doors are
open to the Community Technology Center.
The administration has looked at other models that are in place at other
community colleges. Some colleges used
their architects for furniture selection and procurement and others used the
state purchasing program. The committee
members directed the administration to find a less expensive solution than the
quotes given by the two architects. They
were not questioning the process and didn’t want to burden the College’s staff
to have to measure the rooms, talk to the stakeholders, and research the models
available. Mr. David Mallery and Dr.
Larry Huffman provided the administration with two vendors to contact. This item will be placed on the January Board
meeting with an update and recommendation available that night.

COMMUNITY TECHNOLOGY CENTER ENTRYWAY ENHANCEMENTS

A draft of the paver campaign was
distributed to committee members. Pavers
would be placed on an aggregate base in a sand bed with a deeper granule base
of 13 inches of CA1 and CA6 vs. 4 inches of concrete. This will be a change order to the original
project which is required by

CDB at an estimated cost of
$185,000. CDB has expedited the process of
the change order to begin the work on April 1.
Foundation money will be added to the College’s share to cover the

cost. The check would be deposited in the
contributory trust that the College has for the project. The drawings will go
to Sollitt Construction for review.

ADJOURNMENT

It was moved by Mr. Thompson, seconded by Mr. Mallery,
and carried unanimously to adjourn the meeting at 9:45 a.m. Motion passed by voice vote.